Santa Clara University

Global Engagement Office

International Travel Approval & Participation Procedure


International Travel Permission Overview

Santa Clara University has a two part International Travel Permission Application Procedure. Students, faculty, and staff wishing to participate in an education abroad opportunity, including those seeking an exception to the Travel Warning and Health and Safety Policy, must go through this two part process. 


University Sponsored and Non-University Sponsored International Travel

The following table provides an overview of international travel approval at Santa Clara University:

Traveler

University-Sponsored Travel

Non-University-Sponsored Travel

Travel to Region without Current Travel Restriction(s)

Travel to Region with Current Travel Restriction(s)

Undergraduate Student

Travel/funding require approval by the Associate Provost for International Programs

Travel/funding require approval by the Travel Policy Advisory Committee and Provost

Santa Clara University does not regulate this travel and it is strongly discouraged. Disenrollment from the University must occur if travel interferes with academic year.

Graduate Student

Travel/funding require approval by the Associate Provost for International Programs

Travel/funding require approval by the Travel Policy Advisory Committee and Provost

Santa Clara University does not regulate this travel and it is strongly discouraged. Disenrollment from the University must occur if travel interferes with academic year.

Faculty or Staff

Travel/funding require approval by the Associate Provost for International Programs

Travel/funding require approval by the Travel Policy Advisory Committee and Provost

Santa Clara University does not regulate or fund this travel.

Alumni or the Public

Travel/funding require approval by the Associate Provost for International Programs

Travel/funding require approval by the Travel Policy Advisory Committee and Provost

Santa Clara University does not regulate or fund this travel.

Agents or Affiliates of the University

Travel/funding require approval by the Associate Provost for International Programs

Travel/funding require approval by the Travel Policy Advisory Committee and Provost

Santa Clara University does not regulate or fund this travel.


Travel Warning Procedures

Travel Warnings Issued After Approval Prior to Departure

In the event that a DOS Travel Warning is issued or there is another significant threat to the health, safety, or educational objectives of the program, for previously approved international travel that has yet to depart, the education abroad opportunity will be automatically canceled. Decisions regarding the cancelation of travel to locations under a DOS Travel Warning apply until such time as the status is lifted or a significant change in the safety conditions warrants further review of the program. If participants in a canceled program wish to appeal this cancelation, the Program Coordinator for their proposed travel may apply for an exception to be granted by the Provost.

Travel Warnings Issued While Abroad

Should a DOS Travel Warning be issued while a program is under way, or there is another significant threat to the health, safety, or educational objectives of the program, the Crisis Abroad Task Force will determine whether conditions warrant suspension of the program and/or departure of the participants from the host country. The Crisis Abroad Task Force may consult: on-site staff, internal departments, peer institutions, other organizations that offer programs abroad, and other experts. In the event of emergency evacuation from a location, there may be implications for financial responsibility and organizing academic credit for the sponsoring department or individual participants.

Procedure for Exceptions to Travel Warnings

If students, faculty, or staff wish to propose travel of a program in a region under a current DOS Travel Warning or where there is a significant threat to the health, safety, or educational objectives of the program, the Program Coordinator for their travel must submit an International Travel Permission Application (see below) to the Travel Policy Advisory Committee, which makes a recommendation to the Provost. Requests for exceptions to the University policy are evaluated on a program-by-program basis through a process established by the Travel Policy Advisory Committee. Decisions for exceptions will be based on the nature of the DOS Travel Warning, including such factors as:

  • The location(s) of the program
  • The experience and training of the Program Coordinator, participants, and local support staff
  • The ability of the Program Coordinator, participants, and local support staff to manage a crisis abroad, should one occur
  • The importance and academic relevance of involvement
  • The precautions that will be taken to minimize safety risks


International Travel Permission Application Procedure
(Parts I & II)

Part I: International Travel Permission Application

Application Instructions

The faculty or staff member serving as Program Coordinator for the educational opportunity abroad should complete, scan, and send the Travel Permission Application for Proposed SCU Program Coordinators Form (see below) with all supporting documents as a single electronic file to the Global Engagement Office (geo@scu.edu) at least eight weeks prior to anticipated departure. Late or incomplete applications will not be reviewed. Students may not submit requests directly. 

For Travel Warnings Only: If the Program Coordinator is applying for an exception to the Travel Warning and Health and Safety Policy, s/he should attach a narrative to the Travel Permission Application Form describing the precautions that will be taken given the specific nature of the DOS Travel Warning or current threat to health and safety.

Get the Application

Travel Permission Application for Proposed SCU Program Coordinators Form

Application Review Process

Once submitted, the Associate Provost, with the engagement of the Travel Policy Advisory Committee, will review all International Travel Permission Applications. If there is a DOS Travel Warning or other serious health or safety risk involved with the travel proposed, the Travel Policy Advisory Committee will form a recommendation regarding the approval of the travel. This recommendation will then be presented to the Provost, who will make the final decision. Neither the President nor any other administrative staff member will respond directly to students, faculty, or staff seeking exceptions to the University policy, other than as outlined in the policy and procedure.

Decisions regarding all International Travel Permission Applications will be communicated to the Program Coordinator by the Associate Provost for International Programs. All approvals are made with the expectation that Program Coordinators will adhere to the responsibilities outlined in the Program Coordinator procedures (below) and are contingent upon continual monitoring of global health and safety conditions. The University reserves the right to change its decision regarding approval at any time should circumstances change. Furthermore, approval for travel to destinations under a DOS Travel Warning are made with the provision that all participants sign a special waiver acknowledging that they have received and read the most recent DOS Travel Warnings and are voluntarily participating nonetheless. Decisions regarding the approval of the proposed travel to locations under a DOS Travel Warning apply for that trip until such time as the DOS Travel Warning is updated or significant change in the safety conditions warrants further review of the program.

Part II: Information for Program Coordinators of Approved Travel

Travel approval is granted with the expectation that Program Coordinators will fulfill the following responsibilities:

  1. Conduct pre-departure/on-site orientation for participants including discussion of health and safety conditions abroad utilizing the following documents:
    1. SCU Pre-Departure Orientation PowerPoint presentation
    2. SCU Orientation Discussion Guide
  2. Prior to departure, provide participants with:
    1. Department of State Country Specific Information, and
    2. Department of State Worldwide Caution, and
    3. Centers for Disease Control and Prevention Traveler's Health information, and
    4. ACE insurance emergency evacuation information
  3. Consult the embassy or consulate of the country of the program to identify visa requirements and communicate these to program participants
  4. Provide program participants with materials to support them in obtaining the appropriate visa, if required
  5. Consult the Centers for Disease Control (CDC) and World Health Organization (WHO) to identify recommended immunizations and medications and communicate these to program participants
  6. Consult the embassy or consulate of the country of the program to determine whether there are restrictions on bringing medications or prescriptions into the country and advise participants of any restrictions
  7. Ensure that all participants who are U.S. citizens register with the U.S. embassy through the Smart Traveler Enrollment Program (STEP) or register participants on their behalf
  8. Recommend that participants who are non-U.S. citizens register through the embassy of their country of citizenship
  9. Monitor and maintain an awareness of lodging and means of communication for all participants during travel to, from, and within program site(s)
  10. Act as the contact person for communication between participants, parents, and the University
  11. Subscribe to the Overseas Security Advisory Council (OSAC) listserv and monitor local situations on a daily basis
  12. Remain knowledgeable regarding safety conditions on site and provide updates, as needed
  13. Act as 24/7 Emergency Contact in case of crisis
  14. Inform participants of the University 24/7 Campus Safety emergency telephone number: (408) 554-4444
  15. Provide Campus Safety with an internal emergency "calling tree" document which provides contact information for the Program Coordinator
  16. Distribute and collect from all participants the information, below, and submit electronically in a single scanned document to all parties in the Distribution List at least four weeks prior to date of departure from the U.S., as follows:
    1. Informed Consent Waiver
    2. Extreme Hazard Waiver, if relevant this will be provided to the Program Coordinator
    3. Medical History/Treatment Authorization
    4. Photocopy of valid Passport
    5. Finalized program itinerary including: dates, transportation, means of communication and lodging information for travel to, from, and within destination site(s)
    6. 24/7 contact information for Program Coordinator throughout program duration
Distribution List:
  1. Dean of College/School OR Executive Director of SCU Center of Distinction OR Director of Athletics and Recreation, as appropriate
  2. Campus Safety, campussafety@scu.edu cc: Director and Assistant Director of Campus Safety Services
  3. On-site Coordinator for program abroad if different than SCU Program Coordinator

The following may not constitute a comprehensive list of all parties affected by the University International Travel Approval and Participation Procedure. 

Associate Provost for International Programs
The Associate Provost for International Programs is responsible for reviewing and granting approval for Program Coordinators' requests to travel to regions that do not have a current DOS Travel Warning or other health and safety risk; s/he may engage the Travel Policy Advisory Committee in this process as necessary. Additionally, the Associate Provost chairs the Travel Policy Advisory Committee and serves on the Crisis Abroad Task Force.

Campus Contacts or Offices
Each University entity that sends students, faculty, and/or staff on University-sponsored international travel must determine their primary emergency contact(s) and provide Campus Safety with this information in the event of a world or localized crisis.

Campus Safety
Campus Safety serves as the single main emergency contact point for communications to the University. Students and parents are instructed to contact the Campus Safety Emergency Telephone Number 408-554-4444, 24/7 in the event of an emergency involving SCU sponsored activities.

Crisis Abroad Task Force
Members:

  • Sam Florio, Director of Risk Management
  • Harry Fong, Associate Vice President for Finance
  • Dennis Jacobs, Provost
  • John Ottoboni, General Counsel
  • Susan Popko, Associate Provost for International Programs
  • Jeanne Rosenberger, Vice Provost for Student Life

The Crisis Abroad Task Force may incorporate other consultants as needed. The Task Force convenes to coordinate response in the event of an international or localized emergency that may impact participants in University-sponsored travel. The members determine when to cancel or suspend University-sponsored education abroad opportunities because of significant health, safety, or legal risks to participants, or significant threat to the educational objectives of the program.

Deans of Colleges or Schools/Executive Directors of Centers of Distinction
Deans and Executive Directors oversee staff, faculty, and student travel within their department or area and provide department/School/College approval of international travel proposals by Program Coordinators in their department prior to the International Travel Permission Application process.

Director of Risk Management
The Director of Risk Management advises the University on issues of risk, insurance, and compliance for University-sponsored international travel.

Global Engagement Office
The Global Engagement Office (GEO) provides leadership, coordination, strategic planning, and resources for the internationalization of the campus. In collaboration with other University departments and off-campus partners, the GEO operates programs and offers services that enhance intercultural education at Santa Clara University. The GEO serves as a source of information and support for faculty, staff, and students requesting SCU international travel approval, advising Program Coordinators on resources and policies related to University-sponsored international travel.

Program Coordinator
The Program Coordinator is a Santa Clara University faculty or staff member responsible for submitting the appropriate documentation throughout the two part International Travel Permission Application Procedure. In addition, s/he agrees to the roles and responsibilities as outlined in the International Travel Permission Application Procedure and the SCU International Travel Policy, specifically 24/7 monitoring of their program and appropriate OSAC and DOS advisories. S/he serves as the first point of contact for any sort of crisis response as necessary and as contact for participants in the international program. S/he ensures that all participants in the program are informed of risks and dangers involved with travel and submit required documentation in accordance with the SCU International Travel Policy and the International Travel Approval and Participation Procedure.

Provost
The Provost is responsible for the final decision regarding travel approval in regions where a DOS Travel Warning or health and safety advisory has been issued based upon recommendations provided by the Travel Policy Advisory Committee. The Provost also heads the Crisis Abroad Task Force to coordinate response in the event of a world or localized crisis.

Participants
A participant is any individual participating in University-sponsored travel. Individuals participating in University-sponsored travel must sign an Informed Consent Waiver and Participation Agreement Form. All participants are expected to submit all required documentation as articulated by their Program Coordinator. In addition, students must agree to abide by both the Student Code of Conduct and the SCU International Travel Policy. Students are expected to submit all required documentation as articulated by their Program Coordinator.

Travel Policy Advisory Committee (TPAC)
Members 2013-14:

  • Spencer Arnold, Director of Operations, Center for Science, Technology, and Society
  • Vinita Bali, Managing Director, Center for Global Law and Policy, The Law School
  • Monica Davis, Program Manager, Center for Global Law and Policy, The Law School
  • Sam Florio, Director of Risk Management
  • Michael Nuttall, Director of Communications, Ignatian Center for Jesuit Education
  • Susan Popko, Associate Provost for International Programs, chair
  • Jake Schneider, Director of Immersions, Ignatian Center for Jesuit Education
  • Jo-Ann Shibles, Assistant Dean, Business School Undergraduate Business Programs
  • Jenna Tucker, Administrative Assistant, Global Engagement Office, committee support
  • Tedd Vanadilok, Director of Campus Programs, Center for Student Leadership

TPAC convenes to make recommendations to the Provost regarding the approval of requests submitted by Program Coordinators for international travel to regions that have a current DOS Travel Warning and to regions without a DOS Travel Warning at the request of the Associate Provost for International Programs. 


Links for Program Coordinators